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MJRodriguez Transcription Services

Frequently Asked Questions

What are your rates and services?

A. Premium Transcription and Captioning Services (100% human generated) 


1. Transcription: From $0.65 per audio/video minute 

Payment Terms: 
    • Initial Retainer Fee: A 25% initial retainer fee is required based on client's requested estimate (credited to client's account). Subsequent retainer invoices will be issued as needed for continuous work until the project is finished. 
    • Full Upfront Payment: A full upfront payment is required for projects with 120 audio/video minutes or less. 
Discount: 
    • 10% off for 1,000 or more audio/video minutes. 
Note: 
The 25% retainer fee will be recorded as a credit balance in the client's account and applied to invoices for completed work. If the balance becomes insufficient before project completion, a new retainer invoice will be issued to continue work. 

2. Captioning: From $0.75 per audio/video minute 

Payment Terms: 
    • Initial Retainer Fee: A 25% initial retainer fee is required based on client's requested estimate (credited to client's account). Subsequent retainer invoices will be issued as needed for continuous work until the project is finished.  
    • Full Upfront Payment: A full upfront payment is required for projects with 120 audio/video minutes or less. 
Discount: 
    • 10% off for 1,000 or more audio/video minutes. 
Note: 
The 25% retainer fee will be recorded as a credit balance in the client's account and applied to invoices for completed work. If the balance becomes low or insufficient before project completion, a new retainer invoice will be issued to continue work.    

3. Special Discounted Rates For: 


A. Students: From $0.50 per audio/video minute 


Payment Terms: 

    • Initial Retainer Fee: A $25 initial retainer fee is required (credited to student's client account). Subsequent retainer invoices will be issued as needed for continuous work until the project is finished. 
    • Full Upfront Payment: A full upfront payment is required for projects with 60 audio/video minutes or less. 

Discount: 

    • No discount applies due to already reduced rate. 

Note: 

Retainer fees are recorded as credit balances in students' client accounts and applied to invoices for completed work. If the balance becomes low or insufficient before project completion, a new retainer invoice will be issued to continue work. 


B. NGOs and Government Units: From $0.55 per audio/video minute 


Payment Terms: 

    • Initial Retainer Fee: A 25% retainer fee required based on client's requested estimate (credited to client's account). Subsequent retainer invoices will be issued as needed for continuous work until the project is finished. 
    • Full Upfront Payment: A full upfront payment is required for projects with 120 audio/video minutes or less. 

Discount: 

    • No discount applies due to already reduced rate. 

Note: 

The 25% retainer fee will be recorded as a as credit balance in the client's account and applied to invoices for completed work. If the balance becomes low or insufficient before project completion, a new retainer invoice will be issued to continue work. 


4. Value-Added Services: Add-on services such as languages and accents, timestamps, rush delivery, et cetera. 


Rates: 

    • Vary from $0 to $0.50 per audio/video minute depending on which ones the client chooses as add-on services. 


Note: 

Discounts do not apply to value-added services.  

 

B. Enhanced Transcription and Captioning Plus 

A cost-effective all-in-one service from transcription and/or captioning to social media management for clients seeking additional value. I exclusively handle this service. I do not onboard other professionals for this service. 


I. Starter Plan: transcription and/or captioning with social media management for one brand with two online platform.   


Monthly Fee: $750 

Initial Retainer Fee: 50% of the first month. 

Trial Period: 15 days   

Minimum Contract Period: 3 months. 

Number of Project/Brand: 1 brand.  

Number of Online Platforms: 2 online platforms.

Transcription and Captioning: Up to 300 audio/video minutes of media file recordings per month.  

Number of Content Posting: Up to 10 posts, including stories and reels, across all online platforms per month.   

Organic Community Engagement: Up to 100 engagement, comments and messages, across all online platforms per month.  

Content Performance/Analytics Reporting: Every two weeks or every end of month.


Add-On: 

    • $0.70 per audio/video minute for additional transcription and captioning.    


Flexibility: 
    • The 300 minutes per month are exclusively for transcription and captioning. 
    • Content creation (social media posts, blog posts, etc.) is separate from the transcription and captioning minutes. 
    • Clients can request content creation for social media posts without providing media recordings, but it will not affect the transcription and captioning minutes. 
    • Clients can request content creation based on their media file recordings, but it will not affect the transcription and captioning minutes.   

Payment Terms: 
    • Initial Retainer Fee: 50% of the first month is required as initial retainer fee.  
    • Retainer fees will be recorded as credit balances in the client's account and applied to invoices for each month. 
    • If service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be issued at the beginning of each month throughout the contract period.

Cancellation and Refund: 
    • 15-day Trial Period: If canceled within this period, a proportional refund will be provided, minus processing fees and work completed. If the service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be sent at the beginning of every month throughout the contract period. 
    • Post-Trial Period: After the trial period, a 30-day notice is required for cancellation, and fees for completed work will be charged. 
    • Content Performance/Analytics Reporting: This will be forfeited upon cancellation. 

II. Standard: Transcription and/or captioning with social media management for one project with up to three online platforms. 

Monthly Fee: $1,125 
Initial Retainer Fee: 50% of the first month.

Trial Period: 15 days 

Minimum Contract Period: 6 months 

Number of Project/Brand: 1 brand

Number of Online Platforms: Up to 3 online platforms. 

Transcription and Captioning: Up to 500 audio/video minutes of media file recordings per month.  

Number of Content Posting: Up to 15 postings across all online platforms per month. 

Organic Community Engagement: Up to 150 engagements across all platforms per month.   

Content Performance/Analytics Reporting: Every two weeks or every end of month. 


Add-On:

    • $0.70 per audio/video minute for additional transcription and captioning.   


Flexibility: 

    • The 500 minutes per month are exclusively for transcription and captioning. 
    • Content creation (social media posts, blog posts, etc.) is separate from the transcription and captioning minutes. 
    • Clients can request content creation for social media posts without providing media file recordings, but it will not affect the transcription and captioning minutes. 
    • Client can request content creation based on their media file recordings, but it will not affect the transcription and captioning minutes.   

Payment Terms: 

    • Initial Retainer Fee: 50% of the first month is required as initial retainer fee.  
    • Retainer fees will be recorded as credit balances in the client's account and applied to invoices for each month. 
    • If service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be issued at the beginning of each month throughout the contract period. 

Cancellation and Refund: 
    • 15-day Trial Period: If canceled within this period, a proportional refund will be provided, minus processing fees and work completed. If the service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be sent at the beginning of every month throughout the contract period. 
    • Post-Trial Period: After the trial period, a 30-day notice is required for cancellation, and fees for completed work will be charged. 
    • Content Performance/Analytics Reporting: This will be forfeited upon cancellation.  

III. Premium: transcription and/or captioning with content management for one brand with up to four online platforms.  

Monthly Fee: $1,700 
Initial Retainer Fee: 50% of the first month.
Trial Period: 15 days 
Minimum Contract Period: 12 months 
Number of Project/Brand: 1 brand   
Number of Online Platforms: Up to 4 online platforms. 
Transcription and Captioning: Up to 700 audio/video minutes of media file recordings per month. 
Number of Content Posting: Up to 20 postings across all online platforms per month. 
Organic Community Engagement: Up to 200 engagements across all platforms per project per month. 
Content Performance Reporting: Every two weeks or every end of month. 

Add-On: 
    • $0.70 per audio/video minute for additional transcription and captioning. 

Flexibility: 
    • The 700 minutes per month are exclusively for transcription and captioning. 
    • Content creation (social media posts, blog posts, etc.) is separate from the transcription and captioning minutes. 
    • Clients can request content creation for social media posts without providing media file recordings, but it will not affect the transcription and captioning minutes. 
    • Clients can request content creation based on their media file recordings, but it will not affect the transcription and captioning minutes. 


Payment Terms: 
    • Initial Retainer Fee: 50% of the first month is required as initial retainer fee. 
    • Retainer fees will be recorded as credit balances in the client's account and applied to invoices for each month. 
    • If service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be issued at the beginning of each month throughout the contract period. 


Cancellation and Refund: 
    • 15-day Trial Period: If canceled within this period, a proportional refund will be provided, minus processing fees and work completed. If the service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be sent at the beginning of every month throughout the contract period.  
    • Post-Trial Period: After the trial period, a 30-day notice is required for cancellation, and fees for completed work will be charged. 
    • Content Performance/Analytics Reporting: This will be forfeited upon cancellation. 

*Service Inclusions: 

1. Transcription & Captioning: High quality, human-generated transcripts and captions for media files. 

2. Content SEO Optimization: 

  • Improve content visibility with strategic SEO practices.   
  • Enhance transcripts with structured introductions, summaries, and key elements for better engagement. 
  • Repurpose transcriptions into blogs, articles, and social media content to maximize reach. 


3. Caption Writing & Hashtag Research: 

  • Craft compelling captions tailored to different platforms. 
  • Research and apply optimized hashtags for better discoverability. 


4. Call to Action (CTAs) & Brand Promotion: 

  • Encouraging subscriptions, follows, and engagement actions. 
  • Feature relevant links and brief bios to connect audiences with key content.  


5. Content Management & Posting:  

  • Schedule and publish content across various platforms including blogs, social media, and podcasts. 
  • Curate content to maintain a professional and cohesive brand. 


6. Audience Engagement & Community Engagement: 

  • Monitor and respond to audience interactions.   
  • Moderate content to maintain a positive and professional online environment. 


7. Content Performance Insights: 

  • Track content performance and provide actionable insights for improvement. 
  • Deliver detailed reports to assess engagement and effectiveness.  

C. AI-Assisted Transcription and Captioning  


1. Without Human Review: provided as raw and unformatted. 

Rate: $0.15 per audio/video minute 
Discount: 
    • No discount applies due to already reduced rate because of AI-assistance.
Payment Terms: 
    • Initial Retainer Fee: A 25% retainer fee required based on client's requested estimate (credited to client's account). Subsequent retainer invoices will be sent as needed for continuous work until the project is finished. 
    • Full Upfront Payment: A full upfront payment is required for projects with 60 audio/video minutes or less.  
Note: 
The 25% retainer fee will be recorded as a credit balance in the client's account and applied to invoices for completed work. If the balance becomes low or insufficient before project completion, a new retainer invoice will be issued to continue work.  

2. With Human Review: provided with an additional layer of human editing and formatting for quality and accuracy. 

Rate: From $0.50 per audio/video minute 
Discount: 
    • No discount applies due to already reduced rate because of AI-assistance.
Payment Terms: 
    • Initial Retainer Fee: A 25% initial retainer fee is required based on client's requested estimate (credited to client's account). Subsequent retainer invoices will be sent as needed for continuous work until the project is finished. 
    • Full Upfront Payment: A full upfront payment is required for projects with 60 audio/video minutes or less. 
Note: 
The 25% retainer fee will be recorded as a credit balance in the client's account and applied to invoices for completed work. If the balance becomes low or insufficient before project completion, a new retainer invoice will be issued to continue work.  


What makes your Enhanced Transcription and Captioning Plus service valuable?

My Enhanced Transcription and Captioning Plus service is valuable for several reasons:


1. Comprehensive Solution: It offers a one-stop solution for clients, covering everything from transcription and captioning to social media management. This saves clients time and effort by consolidating multiple services into one package.

2. Consistency: By handling both transcription and social media management, I ensure that the content is consistent across all platforms, maintaining a cohesive brand voice and message.

3. Expertise: My combined specialized skills in transcription, captioning, and social media management provide clients with high-quality, professional services that they might not be able to achieve on their own.

4. Accessibility: Transcription and captioning make content accessible to a wider audience, including those with hearing impairments or those who prefer reading over listening.

5. Engagement: Effective social media management helps increase audience engagement, reach, and interaction, which can lead to higher visibility and growth for your clients' brands.

6. Efficiency: Clients can focus on their core business activities while you handle the time-consuming tasks of transcription, captioning, and social media management.

By offering a comprehensive, high-quality service, I provide significant value to my clients, helping them achieve their goals more efficiently and effectively. 

Do you conduct online meetings?

Yes, I do. I use Google Meet for online meetings. You can request to schedule an online meeting, at least two days prior, via my contact form at MJRodriguez Transcription Services - Contact Page 

What types of clients can benefit from the Enhanced Transcription and Captioning Plus service?

The Enhanced Transcription and Captioning Plus service is ideal for a variety of clients, including: 


1. Podcasters 

    • Needs: Transcription of podcast episodes for accessibility and SEO purposes. Social media management to promote episodes, engage with listeners, and grow their audience. 
    • Example: A podcaster who wants to provide written transcripts of their episodes on their website and share episode highlights on social media. 


2. Life Coaches 

    • Needs: Transcription of coaching sessions or webinars for client records and content creation. Social media management to share motivational content, engage with followers, and attract new clients. 
    • Example: A life coach who wants to transcribe their webinars and share key takeaways on social media to reach a wider audience. 


3. Small Businesses 

    • Needs: Transcription of meetings, interviews, or content creation for internal use and marketing. Social media management to build their online presence, promote products or services, and engage with customers. 
    • Example: A local bakery that wants to transcribe staff meetings and share behind-the-scenes content on social media to attract more customers. 


4. Educational Institutions 

    • Needs: Transcription of lectures, seminars, or events for student access and archival purposes. Social media management to communicate with students, parents, and the community. 
    • Example: A university that wants to transcribe guest lectures and share educational content on social media to engage with students and alumni. 


5. Local Government Units 

    • Needs: Transcription of council meetings, public hearings, or announcements for transparency and record-keeping. Social media management to keep the community informed and engaged. 
    • Example: A city hall that wants to transcribe council meetings and share important updates on social media to keep residents informed. 


6. Authors and Writers 

    • Needs: Transcription of interviews, book content, or writing sessions for documentation and content creation. Social media management to promote their work and engage with readers. 
    • Example: An author who wants to transcribe interviews for research and share book excerpts on social media to attract readers. 


7. Healthcare Providers 

    • Needs: Transcription of patient consultations, medical dictations, or telemedicine sessions for accurate medical records. Social media management to share health tips, updates, and engage with patients. 
    • Example: A clinic that wants to transcribe patient consultations and share health tips on social media to educate and engage with patients. 


8. Non-Profit Organizations 

    • Needs: Transcription of meetings, events, or interviews for documentation and content creation. Social media management to raise awareness, promote events, and engage with supporters. 
    • Example: A non-profit that wants to transcribe board meetings and share success stories on social media to attract donors and volunteers. 


9. Event Planners 

    • Needs: Transcription of event recordings for documentation and content creation. Social media management to promote upcoming events and engage with attendees. 
    • Example: An event planner who wants to transcribe event recordings and share highlights on social media to attract more attendees. 


10. Marketing Agencies 

    • Needs: Transcription of market research, client meetings, or content creation for internal use and marketing. Social media management to manage client accounts and promote their services. 
    • Example: A marketing agency that wants to transcribe client meetings and share campaign results on social media to attract new clients. 


What happens if I cancel my Enhanced Transcription and Captioning Plus service?
Cancellation of Enhanced Transcription and Captioning Plus service:   
  • 15-Day Trial Period: If canceled within this period, a proportional refund will be provided, minus processing fees and work completed. If the service is not canceled within the 15-day trial period, a new retainer invoice for the remaining 50% of the first month will be sent on the 16th day to continue work. Subsequent retainer invoices will be sent at the beginning of every month throughout the contract period. 
  • Post-Trial Period: After the trial period, a 30-day notice is required for cancellation, and fees for completed work will be charged. 
  • Content Performance/Analytics Reporting: This will be forfeited upon cancellation.
What digital tools do you use for providing transcription, captioning, invoicing, and content management projects?
I use a range of industry-standard digital tools to ensure the highest quality and efficiency in my services:

  1. Transcription and Captioning Workflow Management Software: A safe, secure, and sophisticated tool for managing transcription workflows, accessible to clients 24/7. This software uses advance encryption, secure servers, and regular security audits to protect your data. 
  2. Transcription Software and Captioning: A reliable transcription tool with time-saving features like automatic timestamps according to client's preferred timestamp insertion and superior sound quality. 
  3. Open Captioning: A versatile video editing software for creating open captions and creating video content. 
  4. Graphic Design: A user-friendly graphic design tool for creating visually appealing graphics, social media posts, presentations, and more. 
  5. Invoicing and Billing: A comprehensive invoicing tool for managing billing and payments, accessible to clients 24/7. This tool is secure, ensuring the protection of sensitive information. 
  6. Social Media Management Tool: A robust, secure social project management tool that is accessible to clients 24/7 for organizing and tracking the progress of the social media content management and content posting services I provide. 


By using these tools, I can provide accurate, timely, and well-organized services to my clients.

What are the value-added services you offer for transcription and captioning, and how much do they cost?

I specialize in projects recorded in English with an American accent. If you require additional features, I offer the following value-added services:  

  • Audio/video content (*pertains to complexity level of audio/video content) 

  • Languages and accents 

  • Multiple Speakers 

  • Difficulty level due to audio/video quality 

  • Full verbatim text format 

  • Timestamps 

  • Rush delivery 

  • Speaker identification in open captions of videos 

  • Special instructions 

Additional charges apply for these value-added services. Rates vary from $0 to $0.50 per audio/video minute depending on which ones you choose as add-on services. 

Clean Verbatim text format vs. Full Verbatim text format

  • Clean Verbatim text format means that we transcribe or caption the spoken content while omitting filler words, false starts, and non-verbal sounds to ensure a clear and readable transcript or caption. 

  • Full Verbatim text format includes every word and sound exactly as it is spoken, including filler words, false starts, and non-verbal sounds.

What is the size of your team?
For transcription and captioning services, I work with a small, dedicated team of up to five [5] experienced professionals. This allows me to maintain a manageable team size and ensure high-quality results while maintaining security and confidentiality. 

For content management services, I exclusively handle this packaged service myself to ensure seamless communication and collaboration with my clients. 
How does your transcription process work?

I use paid transcription workflow management software to efficiently manage projects and for better assurance of data security. The process for my transcription and captioning services is as follows:  

                Step 1. Upload or Send: Upload your recordings or send your recordings via email through our Scribe Manager portal. Note that you must                       already have a Client Invoice Account and a Client Scribe Account with us to do this.    

                     

  

                Step 2. Transcriptionists/Editors Work: Transcriptionists and editors work on transcribing or captioning your files. The finished work is not                   sent directly to the client but is automatically marked for QA (Quality Assurance) or QC (Quality Control) to undergo review.  

                  

  

`                Step 3. QAs Review: QC (Quality Control) or QA team either rejects or approves work done by transcriptionists or editors. If a work is                                   rejected, it automatically goes back to the transcriptionist or editor for necessary revisions.  

                  

  

Step 4. Client Downloads: Clients can download the finished work once QA or QC (Quality Control) approves the transcript or caption and marks it as client-ready.  

                  


*Note Take note of the number of days until deletion of files. Your files are automatically deleted after 72 days. You also have the option to request the deletion of your files or to prolong the number of days your files can stay in my transcription workflow management software prior to the auto-deletion dates.  Please note that files that are “reuploaded” to my transcription workflow management system will incur new invoicing, as they will be treated as new job orders with unique job reference numbers. If you only require transcript or caption revisions, requests can be made by emailing or via chat from within your Client Invoice Account. 

How does your client onboarding process work?


1. Request an Estimate: Request for an estimate for your transcription, captioning, or content management needs. If you accept the estimate, a complimentary Client Invoice Account will be automatically created for you, and it will serve as your main account. Here’s a link to our webpage with the request form: Request Estimate - MJRodriguez Transcription Services 

 

*How are client invoice accounts for companies and organizations managed? 

Each organization will have only one Client Invoice Account and only one Client Scribe Account. Only one person will be given primary access to manage these accounts, for uploading audio/video files and downloading your company’s transcripts as well as monitoring your company’s payments and credit balances. However, additional contacts, such as your organization’s accounting department, HR department, or any department handling finances for outsourced services, can be added as CCs for invoices. Please ensure that the designated person is responsible for managing your organization’s client account. 

Here’s a preview of the Client Invoice Account:  

 

        

        What’s Inside the Client Invoice Account?  
            a. Transactions: Your estimates, invoices, retainer invoices, credit notes, payments made, and statements. 
           b. Balance Summary: Shows your available credits and balance payable. 
            c. Client Details: Your information as client.  
            d. Documents: Your copy of electronically signed NDA and your client guide. 
            e. Send Email Button: You can directly send an email to the project manager.  
            f. Chat: You can also send chat messages to the project manager.  

3. Payment: Clients pay the required initial payment or full payment for the work to commence. Payments are recorded as "Credits" in your client invoice account. 


4. Credit Balance Management: Your credit balance will be used to cover invoices for completed transcripts, captions, or content management tasks. If your credit balance becomes low or insufficient before the project is completed or you may need to provide an additional retainer fee to replenish your credit balance. If that's the case, you will be notified, and a new retainer invoice will be sent to you if replenishment is necessary. 
    • Service Continuation: If your credit balance is low or insufficient, MJRodriguez Transcription Services reserves the right to pause services until the necessary additional retainer fees are provided to replenish your credit balance.  

5. Cancellation and Refund: I accept cancellations and issue refunds via PayPal and bank transfer. Transaction fees apply and will be deducted from your refund amount. 


A. For Transcription and Captioning: Clients may cancel before 50% of the initial retainer fee or full upfront payment is reached. If you choose to cancel, refunds will be issued proportionally, deducting the cost of work already completed and necessary PayPal or bank processing fees from your refund amount.  I offer refunds except for the following: 

    • Blank portions in the media file where there is no spoken audio. 
    • Transcripts or captions already delivered. 
    • Duplicate transcription and captioning of files uploaded or placed in error, because each media file uploaded to my transcription workflow management software is automatically treated as a new order placement and therefore is billed as a new order placement. Please double-check your files to prevent unintentional duplication before uploading. 
However, if you find the transcription or captioning quality unsatisfactory or requires additional changes, I provide up to two (2) free revisions. 


B. For Enhanced Transcription and Captioning Plus: My packaged services include a 15-day trial period. If a client chooses to cancel within this period, client will receive a proportional refund. The refund amount will be calculated by deducting the cost of the work already completed and any PayPal or bank processing fees from the total amount paid. Additionally, any content performance reporting will be forfeited upon cancellation. After the 15-day trial period, clients can still cancel their service, but a notice period of 30 days is required. Any fees for work already completed will be charged. This ensures that you only pay for the services you have received up to the point of cancellation. 

    • Content goes through client approval before being posting, so I don’t offer refunds for content that has already been posted. Once posted, content is considered completed work.
How do you onboard clients for social media management projects?
Here's a quick summary of the process:

1. Estimate Accepted: Once my client accepts the project estimate they requested, a complimentary client invoice account is automatically created. This allows my client to manage payments and credits. Please check the previous Q&A item that covers about my client onboarding process, which also explains what is inside the client invoice account.  

2. Retainer Fee: The client pays the required initial payment. Payments are reflected as credit balances in my client's invoice account. The credit balance is used to cover invoices for completed tasks in the content management project. If the credit balance becomes low or insufficient before the project is complete, an additional retainer fee. A new retainer invoice will be sent to you if replenishment is necessary.

3. Add Client to Project Management Tool: I manually add my clients to my project management tool by inviting them after the required retainer fee is settled. This enables my clients to track the progress of the content management service I provide.

Do you have other payment methods options aside from PayPal for your Filipino clients?

I use PayPal as my online payment processor for both international and Philippine-based clients. PayPal accepts Philippine debit cards with Visa or Mastercard logos, in addition to credit cards. However, I also offer other payment options for clients based in the Philippines, including bank deposit or online bank transfer. Additionally, I accept check payments from companies that are located within Metro Manila only. I do not accept payments through money remittance services like Western Union, MoneyGram, WorldRemit, Xoom, Pera Padala Palawan Express and similar services. This is to ensure that the full amount of your payment goes towards the services provided.

For currency conversion, please refer to the Google Currency Converter link on my services page for an estimate. Be aware that payment processors may charge fees for currency conversion, and the rate might be slightly different from the market rate. 

Do you have other payment method options aside from PayPal for your international clients?

I mainly use PayPal as online payment processor for international clients. However, I also offer bank transfer as a payment method option for clients in the US and Europe.  

Please note that international bank transfers can take approximately 1-3 business days to process, depending on the bank and the time of the transfer. Therefore, it will take that amount of time before the credit balances of my US and European clients are updated if they opt for bank transfer as their payment method.  

Do you accept cancellations and issue refunds?

I accept cancellations and issue refunds via PayPal and bank transfer. Transaction fees apply and will be deducted from your refund amount. 

Refund Policy: 

A. For Transcription and Captioning: Clients may cancel before 50% of the initial retainer fee or full upfront payment is reached. If you choose to cancel, refunds will be issued proportionally, deducting the cost of work already completed and necessary PayPal or bank processing fees from your refund amount.  I offer refunds except for the following:  
    • Blank portions in the media file where there is no spoken audio. 
    • Transcripts or captions already delivered. 
    • Duplicate transcription and captioning of files uploaded or placed in error, because each media file uploaded to my transcription workflow management software is automatically treated as a new order placement and therefore is billed as a new order placement. Please double-check your files to prevent unintentional duplication before uploading. 
However, if you find the transcription or captioning quality unsatisfactory or requires additional changes, I provide up to two (2) free revisions. 


B. For Enhanced Transcription and Captioning Plus: My packaged services include a 15-day trial period. If a client chooses to cancel within this period, client will receive a proportional refund. The refund amount will be calculated by deducting the cost of the work already completed and any PayPal or bank processing fees from the total amount paid. Additionally, any content performance reporting will be forfeited upon cancellation. After the 15-day trial period, clients can still cancel their service, but a notice period of 30 days is required. Any fees for work already completed will be charged. This ensures that you only pay for the services you have received up to the point of cancellation. 

    • Content goes through client approval before being posting, so I don’t offer refunds for content that has already been posted. Once posted, content is considered completed work.
What media file contents do you transcribe or caption?

I handle audio/video recordings on topics related to general content, medical, legal, and religious matters. 

Content Policy:  

  • Prohibited Content  

I do not accept adult-content recordings, such as pornography.  


  • Sensitive Legal Evidence  

I do accept recordings of sensitive content, such as those related to sexual misconduct, for transcription or captioning when required for legal purposes, such as court evidence. I handle such content with the utmost confidentiality and care, ensuring compliance with all legal and ethical standards. 

I strive to maintain a professional, safe, and respectful online work environment for myself, my teammates, and clients.  

 

*Here are detailed lists of the types of media file contents I handle* 

A. CONTENTS FOR GENERAL TRANSCRIPTION/CAPTIONING 

  1. Interviews: This includes one-on-one interviews, panel interviews, and job interviews. 

  1. Focus Group Discussions: Recordings of group discussions used for market research or academic studies. 

  1. Dictations: Personal notes, memos, and other dictated content from professionals. 

  1. Conference Calls: Business meetings, project discussions, and team calls. 

  1. Podcasts: Episodes of podcasts that need to be transcribed for accessibility or content creation. 

  1. Webinars and Webcasts: Online seminars and presentations. 

  1. Lectures and Educational Content: University lectures, training sessions, and educational workshops. 

  1. Conferences and Seminars: Recordings from industry conferences and professional seminars. 

  1. Radio Shows and Broadcasts: Transcriptions of radio programs and news broadcasts. 

  1. Video Content: Transcriptions for YouTube videos, Vimeo content, and other online video platforms. 

  1. Public Forums and Press Conferences: Recordings of public discussions and media briefings. 

  1. Television Shows and Documentaries: Transcriptions for TV programs and documentary films. 

 

B. CONTENTS FOR LEGAL TRANSCRIPTION/CAPTIONING 

  1. Court Hearings and Trials: Audio recordings of court proceedings that need to be transcribed for legal records. 

  1. Depositions: Recorded testimonies taken outside of court that require accurate transcription. 

  1. Legal Dictations: Dictations from lawyers and legal professionals, including notes, memos, and correspondence. 

  1. Interviews: Recorded interviews with clients, witnesses, or experts that need to be transcribed for case preparation. 

  1. Arbitrations and Mediations: Audio recordings of arbitration or mediation sessions that need to be transcribed. 

  1. Legal Conferences and Seminars: Transcriptions of educational and professional development events in the legal field. 

  1. Focus Groups and Surveys: Recordings of focus groups or surveys conducted for legal research or case studies. 

 

C. CONTENTS FOR MEDICAL TRANSCRIPTION/CAPTIONING 

  1. Doctor’s Dictations: General notes and observations that need to be transcribed into a readable format. 

  1. Verbal Recordings of Surveys and Medical Research: Interviews and focus groups conducted for research purposes. 

  1. Medical Conferences and Webinars: Educational sessions and professional development events that need transcription and captioning. 

  1. Dialogues and Seminars: Discussions and presentations that are part of medical training or public health initiatives. 

 

D. CONTENTS FOR RELIGIOUS TRANSCRIPTION/CAPTIONING 

  1. Sermons: Audio or video recordings of weekly sermons delivered by pastors, priests, or other religious leaders. 

  1. Bible Studies: Recordings of group Bible study sessions or individual teachings. 

  1. Religious Lectures: Educational talks on various religious topics, often given by scholars or guest speakers. 

  1. Prayer Meetings: Recordings of communal prayer sessions. 

  1. Religious Ceremonies: Transcriptions of weddings, baptisms, funerals, and other religious rites. 

  1. Devotional Talks: Short inspirational messages or reflections. 

  1. Religious Conferences and Seminars: Recordings from events that feature multiple speakers and sessions on religious themes. 

  1. Interviews with Religious Leaders: Conversations with pastors, priests, rabbis, imams, or other religious figures. 

  1. Panel Discussions: Group discussions on theological or ethical issues. 

  1. Religious Podcasts: Episodes of podcasts focused on religious topics and teachings. 

 

What digital file formats do you accept or handle?

I accept and handle a vast majority of common audio and video formats, including:  

  • Audio: MP3, M4A, AAC, WAV, OGG, OPUS, WMA, FLAC, AIFF, ALAC 

  • Video: MP4, MOV, MPEG, WMV, AVI 3GP, MKV, WEBM, VOB, RMVB, MTS, TS, QuickTime, DivX, YouTube videos, Zoom meetings.  

The secure workflow management software I use can pretty much handle any type of audio and video file format.  

How will I send and receive my digital files for transcription and captioning services?

The secure transcription workflow management system I use is accessible 24/7, allowing clients to easily upload media files for transcription or closed captioning services anytime my clients need to. Clients also have direct access to download finished transcripts.  

Security and Compliance: 

  • HIPAA Compliant: supports HIPAA compliance, ensuring that your sensitive information is protected. 

  • Data Encryption: All data is encrypted both in transit and at rest, using industry-standard measures, providing robust security for your files. 

  • SOC 2 Type II Audited: has successfully passed SOC 2 Type II audits, demonstrating commitment to data security and privacy.  

How long does it take for my transcripts or captions to be done?

Delivery time depends on the size and complexity of the project, whether it’s a single order or a high-volume order. For a 60-minute-long audio/video recording, the usual turnaround time for transcription and captioning services is within 12 hours or less, depending on the quality of the recording and the complexity and specifications of the project, and this already includes proofreading and necessary editing.  

Please note that there may be occasional delays during holidays, weekends, periods of high demand, or backlog, and additional charges may apply for files with non-American accents, poor recording quality including distortions, distant speakers, or high background and/or ambient noise.  

What are your work hours?

While my transcription workflow management software, my client's account, and my project management tool are accessible 24/7, I take regular days off to ensure quality service and maintain a healthy work-life balance. My days off are Saturday and Sunday in Philippine Standard Time (PST). During these days, I will not be available for immediate responses, but I will address any queries or requests as soon as possible when I return.  

Please don’t hesitate to leave your message. You can reach me anytime through the contact form on my website, email me directly from within your invoice client account, contact me via WhatsApp/Viber, or message me via my Facebook page at www.facebook.com/MJRodriguezTranscriptionServices  

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